PERFORMANCE WORK STATEMENT (REV.1DEC25) (DRAFT).docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Case Management Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform and provide Medical and Dental Non-clinical Case Management Support Services in support of Individual Medical Readiness (IMR). Contractors hired under this contract provide administrative support to the State Surgeon, Deputy State Surgeon, Medical Standards Officer (MSO) which aid in the medical decision-making process. In addition, the contractor provides administrative support and general administrative advice to unit Commanders at all levels. Contractors do not make medical decisions as part of this requirement.

This contract requires the contractor to employ/staff the following roles:

(1) Non-Clinical Case Managers

(2) a Non-Clinical Dental Case Manager

(2) Non-Clinical Case Management Assistants, and

(3) Medical Records Administrators

The overarching goal is to track and monitor clinical care provided by either military or civilian healthcare systems, identify and track deployment limiting conditions, ensure individual Soldiers are compliant with individual medical readiness requirements, process Soldiers for discharge and/or retention consistent with individual clinical care and current DoD standards of medical fitness, verify the deployability of each Soldier in accordance with Combatant Commander (COCOM) requirements, and maximize the deployability of New York Army National Guard (NYARNG) Soldiers at the Mobilization Forces Generation Installation or “MFGI.”

These personnel help the NYARNG Office of the State Surgeon to meet the ever-evolving needs of the government. Department of Defense Instructions (DoDI) 6025.19 establishes aggressive quarterly and annual metric goals for the separate Individual Medical Readiness (IMR) elements and for the overall IMR category of Fully Medically Ready (FMR) soldiers. The ultimate goals are to produce real-time reports based on complete, accurate data. The minimum goal for overall medical readiness is more than 90% of Service members FMR, with the ideal goal being 100%. The New York Army National Guard (NYARNG) Surgeon’s Office requires a highly responsive process whereby the government can quickly obtain needed support and services.

This PWS reflects existing National Guard Bureau policies and regulations.

1.2 Background: The Department of Defense (DoD) TRICARE Management Activity (TMA) values all staff involved in the delivery of high-quality care to service members. In 2009, a Medical Management Guide was issued by the Office of the Assistant Secretary of Defense for Health Affairs and TMA, Office of the Chief Medical Officer Population Health and Medical Management Division. The Guide covers the components of a Medical Management program, including applicable principles, implementation concepts, processes, and tools/databases for Utilization Management, Case Management, and Disease Management. It complements the 2001 DoD Population Health Improvement Plan and Guide published by TMA and the Government Printing Office http://www.tricare.mil/ocmo/download/mhs_phi_guide.pdf.

Under legislative mandates, the Office of the Assistant Secretary of Defense for Health Affairs submitted an annual report to Congress regarding healthcare delivery for Military Health System (MHS) beneficiaries. The 2009 report documented the MHS goal to providing high-quality care, improving performance through clinical and process outcomes, and increasing patients' confidence in the care they receive. The Guide describes crucial components of Medical Management within the MHS, including the link between Medical Management and population health and the dynamics between Utilization Management, Case Management and Disease Management in helping reduce unnecessary or inappropriate services and/or duplication of services. In the context of the NYARNG setting/contract, case managers target NYARNG Active-Duty and Traditional National Guard (MDAY) Service Members with complex, multi-system healthcare needs who require care coordination or case management services. Originally, Case Management almost exclusively targeted in-patients with catastrophic illnesses or injuries. However, several developments have served to change that strategy; notably:

1. The emergence of the National Committee for Quality Assurance: http://www.ncqa.orgorg/.

2. The development of accreditation standards by the Utilization Review Accreditation Commission: http://www.urac.org.

While Case Management continues to focus on catastrophic illness or injury, Case Management practices are also focused on addressing chronic conditions that are more prevalent in the general patient population. Case managers can affect patient outcomes through proactive interventions across multiple healthcare settings. Additionally, case managers are expected to engage community resources and facilitate ongoing and consistent patient education.

The MHS has three primary goals for Case Management:

1. Improve the care, management, and transition of recovering Service members

2. Broaden the application of CM to include those with complex and at-risk needs before the Soldier requires complex care.

3. Evaluate the impact of case management on the quality of military health care. The Army National Guard, recognizing the importance of Medical Readiness after several years of combat deployments, implemented the Case Manager Support Contract in August 2005 as a time and materials contract, not Firm Fixed Price (FFP) and Performance Statement of Work-based. New York has over 10,500 Soldiers which require both hard copy medical record maintenance along with ongoing requirements to scan, batch, index and maintain compliance within Solider Treatment Records (STR) which requires numerous services every day to include scanning of electronic medical documentation, providing complete medical records to appropriate Agency’s when required and the preparation of the treatment record for deploying Soldiers. In order for the Veterans Administration (VA) to process a Soldier's claim, the VA must receive the Soldier's complete medical history in a timely manner. Determination by the VA, regarding the severity of the disability, is based on the evidence submitted as part of the claim and the documents contained in the Soldier's STR. NYARNG State Surgeon Records Section processes more than 2,500 requests per year. Pursuant to Personnel Policy Operational Message (PPOM) #16-017, dated 31 May 2016, the Office of the State Surgeon has the overall responsibility to verify and validate that the STR has been uploaded properly into HRR (Health Readiness Record). The Office of the State Surgeon also processes over 8,500 Soldiers per year at Medical Readiness Events (MRE). The medical documentation from these events must be properly uploaded into HRR in support of PPMO #16-017.

The STR’s are a compilation of medical and dental history; physical examination and laboratory results; medications prescribed; diagnoses and prognoses; results of treatment and procedures undergone; allergies and other risk factors; disabilities and limitations. A complete Treatment record is an important part of NYARNG Medical Readiness. In addition to the medical records requirements, case management support is needed to manage more than 3,200 open cases, more than 950 deployment/tracking cases, 128 boards, 601 temporary profiles, and 1351 permanent profiles in eProfile. Continued utilization of medical case managers is essential to maintaining established medical readiness goals for the ARNG.

1.3 Period of Performance (PoP). The Period of Performance shall be 1 Base period of 6 months and nine (9) 6-month option periods for a total of five (5) years.

1.4 General Information

1.4.1 Place and Performance of Services. The contractor shall provide primary services between the hours of 0700-1700 local time Monday-Friday. During scheduled Medical Readiness events, the contractor shall provide services between the hours of 0700-1900 Friday-Sunday. Contractor services will never exceed a 40-hour work week. Performance shall primarily be at 1 Buffington St, Watervliet NY 12189, BLDG 25, Suite 336 with occasional travel based on operational requirements. Travel may be to any location in the Continental United States. The primary location where services are provided during routine business hours may change during this period but is expected to remain in the New York State capital region. The contractor shall, at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential. Teleworking is authorized on a limited basis as described herein but shall not be the primary method through which services are provided.

1.4.1.1 Place and Performance of Services. Personnel employed in furtherance of this contract may be required to work at different locations based on the requirement. Generally, there is a fixed location for operations occurring within routine business hours, and separate “TDY” locations which support Medical Readiness Events.

1.4.1.1.1 Routine Business Hours. Work shall primarily be performed at the Watervliet Arsenal located at 1 Buffington Street (Bldg 25, Suite 336), Watervliet, New York 12189.

1.4.1.1.2 Medical Readiness Event Support. In addition, on a minimum of monthly basis, the contractor shall provide case management services at any location in the State of New York or at established military facilities in the Continental United States. Medical Readiness Event Support will primarily take place at NYARNG armories but may also occur at any location deemed appropriate by the NYARNG Office of the State surgeon. Medical Readiness Event Support traditionally lasts two (2) to three (3) days. Contracted employees shall be entitled to per diem IAW rules outlined herein during these periods.

1.4.1.2 Telework. The Government will permit the contractor to telework in support of this requirement. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government. Telework shall also be permitted when there is an office closure as a result of a federal holiday or Day of No Significant Activity (DONSA), a military/uniformed service member is not present in the office, or at the discretion of the Contracting Officer’s Representative (COR).

1.4.1.3 Gate Closure. Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.1.4 Installation Rules. The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times, and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation, which may affect performance. The Government reserves the right to direct the removal of an employee from Government property or revoke access to Government systems for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth National Independence Day

1.4.2.6 Independence Day

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer Representative (COR) no later than 30 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 For contractors requiring Common Access Card (CAC): The CAC is the DoD Federal Personal Identity Verification (PIV) credential. Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated Tier 1 or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) physical access to multiple DoD facilities or multiple non DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled Tier 1 investigation at the Office of Personnel Management.

Sponsorship and enrollment information about each applicant must be registered in the Defense Enrollment Eligibility Reporting System (DEERS) through either the Real-Time Automated Personnel ID System (RAPIDS) using the DD Form 1172-2 or the Trusted Associate Sponsorship System (TASS).

1.4.5.1.1 Homeland Security Presidential Directive (HSPD)-12 Background Investigation Requirements: The contractor shall ensure that all contractor and subcontractor personnel whose duties require CAC card issuance obtain them, and shall process all CAC card applications. The contractor shall ensure that all employees requiring an initial background investigation complete a Personnel Security Investigation Portal (PSIP) form at Attachment TBD at the earliest possible date and that this form is forwarded to the COR immediately. The COR will review the form for completeness and accuracy and forward it to the National Guard Bureau (NGB) Personnel Security manager who will initiate the investigation process via the PSIP. Contractor personnel will then receive two e-mail messages; the first will confirm that the investigative service provider has received the request, and the second will provide instructions for the completion of the appropriate form via the Electronic Questionnaires for Investigations Processing (e-QIP) system. Upon completion of the e-QIP questionnaire and submittal of all required documents, including fingerprint card to the security manager, the background investigation (BI) will be initiated. The contractor shall ensure immediate compliance with all instructions regarding background investigation processing, including those provided verbally, by e-mail or via a Government system. The contractor is cautioned that the entire process from submittal of the PSIP form to return of the FBI fingerprint check may routinely take from two to six weeks and shall factor this lead time into its hiring/placement process. The contractor shall make all reasonable efforts to ensure that contractor employees meet CAC eligibility standards upon assignment to the contract and shall be held responsible for delays, failure to meet performance requirements or decreases in efficiency in accordance with the applicable inspection clause.

1.4.5.1.2 Trusted Associate Sponsorship System (TASS): The contractor shall process CAC applications through the TASS, the procedures for which are described below. Although there is no requirement for the contractor to designate a “Corporate Facility Security Officer" (FSO) to serve as its single point of contact for the BI, the TASS application process and other CAC and security-related matters, such designation facilitates these processes. If a Corporate FSO is not established, all contractor employees requiring a CAC will be required to process their own applications. The submission process for CAC applications is as follows:

1. The contractor's FSO or contractor employee shall submit requests for a CAC via email to the designated TASS Trusted Agent (TA). The TASS TA for this requirement will be: OSS Operations Officer SFC Michael Herbst, at michael.t.herbst.mil@army.mil or (520) 852-3105.

2. The Government will establish a TASS application account for each CAC Request and will provide each contractor employee a user ID and password, via email, to the contractor’s FSO or contractor employee. The FSO or contractor employee shall access the TASS account and complete the CAC application (entering/editing contractor information as applicable) at: https://tass.dmdc.osd.mil/tass/. The contractor’s FSO or contractor employee shall follow up to ensure that the TA is processing the request.

3. The Government will inform the contractor's applicant, via email, of one of the following:

a. Approval.* Upon approval, the information is transferred to the DEERS database and an email notification is sent to the contractor with instructions on obtaining their CAC. The contractor proceeds to a RAPIDS station (RAPIDS Site Locator: http://www.dmdc.osd.mil/rsl/).

b. Rejection.* The Government, in separate correspondence, will provide reason(s) for rejection.

c. Return. Additional information or correction to the application required by the contractor employee.

*The contractor shall maintain records of all approved and rejected applications.

1.4.5.1.3 Contractor personnel shall obtain a CAC from the nearest Real Time Automated Personnel Identification Documentation System (RAPIDS) Issuing Facility (typically the local Military Personnel Flight (MPF). At the RAPIDS station, the RAPIDS Verification Officer will verify the contractor employee by Social Security Number (SSN) and two forms of identification. Identity source documents must come from the list of acceptable documents included in Form I-9, OMB No. 1615-0047, "Employment Eligibility Verification". Consistent with applicable law, at least one document from the Form I-9 list shall be a valid (unexpired) State or Federal Government-issued picture ID. The Identity documents will be inspected for authenticity and scanned and stored in the DEERS upon issuance of an ID. The photo ID requirement cannot be waived, consistent with applicable statutory requirements. The Verification Officer will capture primary and alternate fingerprints, picture, and updates to DEERS, and will then issue a CAC. Issued CACs will be valid for no longer than three years, or until the individual's contract end date (inclusive of any options), whichever is earlier.

1.4.5.1.4 The contractor shall manage requests for new or renewal CAC cards in sufficient time to ensure that all contractor employees have them when needed to perform work under this contract. The contractor shall provide at least 10 calendar days advance notice to the TA, unless there are extenuating circumstances approved by the COR or KO.

1.4.5.1.5 The contractor shall return issued CACs to the DEERS office upon departure or dismissal of each contractor employee, and shall obtain a receipt for each card and provide it to the TA/COR.

1.4.5.1.5.1 Failure to comply with these requirements may result in withholding of final payment.

1.4.5.1.6 The contractor shall obtain an Outlook email address for each applicant, including subcontractors, who may be deployed or require logical access to a Government computer network.

1.4.5.2 Anti-Terrorism Awareness Training (AT) Level 1: All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level 1 training within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR within 15 calendar days after completion of training by each employee or subcontractor personnel. AT Level 1 awareness training is available at the following website: https://jkodirect.jten.mil/Atlas2/page/login/Login.jsf

1.4.5.3 iWATCH Training: The contractor and all associated subcontractors with an area of performance within an Army-controlled installation, facilities or area shall brief all employees on the local iWATCH program (training standards provided by the requiring activity Antiterrorism Officer (ATO)). This local developed training shall be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR or the KO. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance. The contractor shall report completion for each contractor employee and subcontractor employee to the COR, within 15 calendar days after completion of training.

1.4.5.4 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.5 Use of Government Information Systems (IS) and access to Government networks is a revocable privilege, not a right. Users are the foundation of the DoD strategy and their actions affect the most vulnerable portion of the Army Enterprise Infostructure (AEI). Contractor employees shall have a favorable background investigation or hold a security clearance and access approvals commensurate with the level of information processed or available on the system. Contractor employees shall:

1.4.5.6.1 Comply with the command's Acceptable Use Policy (AUP) for Government owned IS and sign an AUP prior to or upon account activation.

1.4.5.6.2 Complete initial and/or annual Information Assurance (IA) training as defined in the IA Best Business Practices (BBP) training (https://atc.us.army.mil/iastar/docs/Training_BBP.pdf).

1.4.5.6.3 Mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know.

1.4.5.6.4 Protect IS and IS peripherals located in their respective areas in accordance with physical security and data protection requirements.

1.4.5.6.5 Practice safe network and Internet operating principles and take no actions that threaten the integrity of the system or network.

1.4.5.7 Army Training Certification Tracking System (ATCTS): All contractor employees with access to a Government information system shall be registered in ATCTS (https://atc.us.army.mil/iastar/index.php) at commencement of services, and shall successfully complete the DoD Information Assurance awareness training prior to access to the IS and then annually thereafter. (https://iatraining.us.army.mil/).

1.4.5.8 Information Assurance (IA) Training. All contractor employees and associated subcontractor employees shall complete the DoD IA Awareness Training before issuance of network access and annually thereafter.

1.4.5.9 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.5.10 OPSEC Training: In accordance with AR 530-1, Operations Security, new contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. The contractor shall submit certificates of completion for each contractor employee to the COR within 15 calendar days after completion of training. Level 1 OPSEC training is available at https://securityawareness.usalearning.gov/opsec/index.htm.

1.4.5.11 OPSEC SOP/Plan. The contractor shall develop an OPSEC Standard Operating Procedure (SOP)/Plan and provide it to the COR within 90 calendar days of contract award to be reviewed and approved by the responsible Government OPSEC officer, per AR 530-1, Operations Security. This SOP/Plan shall include a process to identify the Government's critical information, why it needs to be protected, where it is located, who is responsible for it, and how to protect it. The contractor shall implement OPSEC measures as required by the Government. In addition, the contractor shall identify an individual who will be an OPSEC Coordinator. The contractor shall ensure this individual becomes OPSEC Level II certified within 90 days of appointment as OPSEC coordinator in accordance with AR 530-1. Contractor shall provide a copy of the certification to the COR NLT 15 days after completion.

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.6.1 Key Control. In the event keys are issued, the contractor shall establish and implement methods of ensuring that no keys/key cards issued by the Government are lost or misplaced or are used by unauthorized persons. No keys issued by the Government shall be duplicated. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall include procedures covering key control in the QCP.

1.4.6.1.1 The contractor shall immediately report any occurrences of lost or duplicated keys/key cards to the COR.

1.4.6.1.2 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction by the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the Government replaces or re-keys the locks, the Government will deduct the total cost of lock replacement or re-keying from the monthly payment due the contractor. In the event a master key is lost or duplicated, the Government will replace all locks and keys for that system, and will deduct the total cost from the monthly payment due the contractor.

1.4.6.1.3 The contactor shall prohibit the use of the Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contactor employees engaged in the performance of services in those areas, or personnel authorized entrance by the KO.

1.4.6.2 Lock Combinations: In the event lock combinations are issued, the contractor shall establish and implement methods of ensuring that no lock combinations are revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s QCP.

1.4.7 Special Qualifications: All employees must possess a valid drivers license and possess reliable transportation. Employees who cannot provide their own transportation to and/from a TDY location are not eligible for employment under this contract. In addition, all contractor employees who operate motorized vehicles on a national guard base, Army Base, Watervliet Arsenal, NY State Facility, or other DoD facility must possess a current valid State Driver’s License. (NOTE: The Government does not provide training to contractors. Contractors must ensure that any personnel performing under a contract are fully trained, licensed, certified, and otherwise qualified to provide services.)

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.8.1 At a minimum, the following meetings will be held as described herein:

1.4.8.1. Monthly Staffing Meeting. The contractor will provide a monthly summary describing the performance of each employee, will identify any known or anticipated staff shortages, and will describe efforts and/or plans to replace and/or retain known or anticipated staff losses. In furtherance of this effort, the contractor will provide the OSS (at the time bid to this solicitation is submitted), a copy of their hiring and retention plan. The hiring/retention plan must include (at a minimum) the efforts the contractor will make to retain current employees and how the employer will solicit and hire new employees. In the event a position remains vacant for more than 30 days, the contractor will include (as part of the plan) a description of all efforts made in the past 30 days.

Changes to the hiring/retention plan will be reviewed during the monthly staffing meeting.

In addition, the contractor shall provide an updated organizational chart (with contact information to include email, phone number, and a professional headshot) which shall include all personnel working under the contract to include the points of contact for Human Resources (HR) issues, hiring issues, contract management and overall budget issues. Changes to the organizational chart will be discussed at each monthly staffing meeting. For all personnel involved in the “management” of the contract, the contractor shall include a brief description of their role in managing the contract.

1.4.8.2. Monthly Progress Reports. The contractor will provide a monthly summary of all work performed including (to the extent determined by the COR) a summary of all measurable metrics, issues with closing cases or processing certain requirements, and will identify limitations which may impact the medical readiness of the force. In turn, the Contracting Officers Representative (COR) or the OSS Medical Standards Officer (MSO) will provide feedback and professional development on issues / topics of concern to ensure the contractor is completing work to standard.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Identification of Contractor Employees: The uniform is business casual with access to their assigned Common Access Card All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.10.1 The contractor shall retrieve all identification media (including vehicle passes) from its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicles passes) to the KO within 14 days of an employee’s departure.

1.4.11 Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.12 Contractor Travel

The contractor shall travel to locations defined in section 1.4.1.1 of this contract to perform contracted duties for medical readiness events.

The locations may differ annually and is subject to change based off the needs of the NY Army National Guard.

The contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires COR recommendation for approval and/or authorization by the KO prior to travel arrangements being made.

1.4.13 Data Rights: Reserved

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.4.15 Phase In / Phase Out Periods: Reserved.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. This must contain surveillance methodology used to ensure staffing levels are met and hiring efforts are successful.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract: N/A

3.1 Property: The Government will furnish the necessary workspace for the contractor to perform services outlined in this PWS to include desk space, telephones, desk scanners, computers, and other administrative items necessary to maintain an office environment, to be considered incidental property. Incidental property is not covered under FAR Part 45, Government Property. The Government is responsible for the control, reporting, inventory requirements, maintenance, repair, and disposition of the incidental property identified in Attachment 1 - Incidental Equipment listing. Contractor is liable to replace the loss or damage imposed to the computers and desktop scanners. The incidental property will be hand receipted using a DA Form 2062. The Government will conduct a physical inventory of incidental property annually.

3.2 Materials: Plain Paper Copier. Both the Government and contractor share this unit. The Government shall provide all service and supplies, including paper, which is mutually used by all parties. Contractor use of the copier shall be limited to that work which is generated in the performance of this contract.

3.3 Equipment: Network/LAN access. Access to the LAN shall be provided for official Government business only. Transmission of information over the Internet shall be restricted in accordance with governing directives.

3.4 Services: Postal/Installation Distribution. The Government shall provide distribution and metering of official inter-office and Government official first-class mail. First class mail handled and metered by the Government mail service shall contain the office symbol and address of the function under contract. The contractor shall provide for receipt and mailing of all unofficial first-class mail. The contractor shall comply with guidance when preparing official mail.

3.5 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor shall:

5.1 The contractor is responsible for providing a fully trained and qualified workforce. Therefore, except as otherwise indicated, the contractor shall train, qualify, and certify personnel for specific job tasks to be performed at its own expense. Records of training, qualification, and certification shall be maintained by the contractor and made available for Government review upon request. The contractor shall provide the KO and COR a copy of the contractor's employee training plan not later than the pre-performance conference. This plan shall define responsibilities of personnel involved in the training process to include initial, recurring and proficiency training. It is highly recommended the contractor employ/hire incumbents before pursuing external applicants. The recommended staffing, education, and experiential requirements for each position are included in Figure 1 below.

Experience Level

· 3 years of experience as a Military Case Manager (assistant case management experience is insufficient)

· Masters of Social Work

· Masters of Public Health

· Bachelors in Healthcare-related field (not biological sciences, chemistry, etc.)

· 3 years of Military Case Management Experience as an Assistant Case Manager, or

· 2 years of Dental Case Manager or equivalent experience

· Associate Degree in Healthcare-related field (not biological sciences, chemistry, etc.)

· 2 years of Military Case Management experience as an Assistant Case Manager or equivalent

Table 1

5.1.1 All positions are considered “non-clinical” and do not require an active medical license (nursing or otherwise) to fill the associated position assuming they meet the educational or experiential requirement. All contracted personnel complete administrative functions which support decision making and none of the duties are considered inherently governmental functions (i.e. representation of government, decision authority, etc.). To provide more clarity, the State Surgeon, Deputy State Surgeon, and/or NYARNG Clinical Standards Officer or their military (non-contracted) delegates are the only individuals authorized to make medical decisions on behalf of the NYARNG.

5.1.2 Table 1 describes the quantity and educational and/or experience requirements necessary to hold the associated positions. The criteria contained therein is necessary to ensure a qualified and competent workforce and should be used as mandatory hiring criteria absent discussion with the COR and/or KO. Exceptions to the criteria in Table 1 should be made on a case-by-case basis. The contractor is ultimately responsible for all hiring decisions for contracted staff.

5.2 Roles and Responsibilities. The general duties and responsibilities of each staff position is outlined below. These are based on needs of the organization and are necessary to ensure services are delivered to the MSO and Individual Unit Commanders or their representatives in a timely fashion.